Where to Manage Users
Users are managed under:
People → Users
To access this page, you must be an Administrator or Account Manager. If you don’t see the Users option, you likely don’t have sufficient permissions.
Adding Users
To add a new user:
- Go to People → Users
- Click Add User
- Enter the user’s name and email address
If you have an available seat, the user will be added immediately and sent a welcome email to set their password and log in.
Subscription Seats
Each user requires a subscription seat.
You can see:
- Total seats
- Seats in use
- Available seats
If no seats are available, you’ll need to add more.
Managing Subscription Seats
To manage seats:
- Click the Module Switcher (top-right)
- Select Account
- Go to Subscription
- Click Manage Plans
From here, you can:
- Increase seats to add users
- Decrease seats to reduce cost
- View invoices and billing details
Only Administrators can manage subscription billing.
User List & User Details
The Users page shows:
- Name and email
- Role
- Group memberships
- Last login date
Why Last Login Matters
This helps identify:
- Users who’ve never logged in
- Seats that may be unused
You can deactivate unused users to free up seats.
Managing an Individual User
When you open a user, you can view:
- Assigned tags
- User role
- Group memberships
- Owned or managed assets
- Full job history
From the Actions menu, you can:
- Change the user’s role
- Add an external ID (for integrations/reporting)
- Reset the user’s password
- Deactivate the user
Understanding User Roles
Solving Services has three user roles:
Administrator
Administrators have full access to everything, including:
- Users and groups
- Locations and assets
- Job requests and job forms
- Catalogs and tags
- Subscription and billing management
If you can do it in Solving Services, an Administrator can too.
Account Manager
Account Managers can do almost everything an Administrator can, except billing.
They can:
- Manage users, locations, and assets
- Create and assign job requests
- Configure job forms
They cannot:
- Add or remove seats
- Upgrade, downgrade, or cancel subscriptions
This role is ideal for office staff and supervisors.
User
Users typically represent field staff.
They can:
- View their personal schedule
- See assigned locations, assets, and groups
- Complete assigned job requests
- View their own job history
They cannot:
- See other users’ jobs
- Access unassigned locations or assets
- Manage system settings
Account Visibility Settings
Visibility settings control what users can see.
Access them via:
Module Switcher → Account → Account Settings
Location Visibility
Options:
- Everyone (default)
- Only Assigned Users
Asset Visibility
Options:
- Everyone (default)
- Only Assigned Users
Visibility: Everyone vs Only Assigned Users
Everyone
- All users can see all locations/assets
- Users can add jobs without a job request
- Useful if scheduling happens outside Solving Services
Only Assigned Users
- Users only see what they’re assigned
- Cleaner, simpler experience for field crews
- Prevents access to irrelevant locations/assets
This setting can be changed at any time.
User Groups (Crews)
User Groups allow you to organize users logically.
Common examples:
- Crews
- Departments
- Managers
- Clients
Creating a User Group
- Go to People → User Groups
- Click Add Group
- Give the group a name
Groups can be named and structured however makes sense for your organization.
Assigning Locations & Assets to Groups
Within a group, you can assign:
- Individual locations
- Location groups
- Individual assets
- Asset groups
This controls what group members can see and work on—especially when visibility is set to Only Assigned Users.
Group Roles: Manager vs Member
When adding users to a group, choose a role:
Group Manager
Can:
- Edit the group
- Assign locations and assets
- Add or remove members
Group Member
Can:
- Access assigned locations/assets
- Complete jobs
Managing Groups
From the group’s Actions menu, you can:
- Rename the group
- Upload a group image
- View change history
- Delete the group
Best Practices
- Use Account Managers for office staff
- Use Users for field crews
- Lock down visibility using Only Assigned Users for cleaner workflows
- Organize users into groups that match how work is done
- Review last login dates regularly to manage seats efficiently
Need Help?
If you need help setting up users, permissions, or groups, our team is happy to assist. We’re here to help you configure Solving Services to match your real-world operations.
